Job responsibilities
The
Practice Manager is responsible for:
Day-to day
o
Overseeing
the day-to-day operations of the practice but supporting the operations
manager, ensuring that all staff achieve their primary responsibilities
o Functional management of all clinical
and administrative staff
o Direct line management of all senior
administrators
o Ensure the practice maintains compliance
with its NHS contractual obligations
Human Resources
o
Managing
the recruitment and retention of staff; develop, implement and embed an
effective succession plan
o
Establish,
review and regularly update Job Descriptions and Person Specifications,
ensuring all staff are legally and gainfully employed
o
Develop,
implement and embed an effective staff appraisal process
o
Implement
effective systems for the resolution of disciplinary and grievance issues
o
Maintain
an effective overview of HR legislation
Business Development
o
Develop,
implement and embed an efficient business resilience plan (BRP)
o
Coordinate,
review and update of all practice policies and procedures annually
o
Lead
change and continuous improvement initiatives; coordinating all projects within
the practice
o
Coordinate
and lead on practice reports and the practice development plan (PDP)
o
Actively
encourage and promote the use of patient online services.
o
Review
and continued development of the practice website
o
Market
the practice appropriately
o
Develop
and implement an effective communication strategy (internal and external)
o
Adopt
a strategic approach to the management of all patient services
Enhanced Services
o
Ensure
the team reach QOF and NWL contract targets (supported by the nursing and
administrative leads)
o Co-ordinate and submit the required
audits required under the NWL Contract and Qof programmes as per the timetable
sets under each programme.
o
Ensure
all requests for data and information requested by the PCN or the ICB is
provided in a timely manner within the time frames requested.
Clinical
System
o
Manage
the appointment system via System 1 for all clinical staff
o
Manage
both the GP and nursing team rota ensuring that there is a minimum level of
staff on duty while the practice is open 7 days a week
o
Identify
gaps in clinical staffing levels due to annual leave and sick leave and ensure
that the practice has sufficient clinical staff on duty to maintain and
effective service.
o
Liaise
with locum providers to ensure locums are engaged at the best possible price to
cover gaps
o
Manage
the appointments schedule/templates on System1
IT
o
Manage
the hardware requirements of the practice
o Manage the clinical system System1,
ensuring IT security and IG compliance at all times.
o Ensure compliance with Data Protection
legislation and GDPR
o Ensure the effective use of System 1,
ERS, EPS and other IT programmes
o Provide an induction for new staff (non
Clinical) on the use of the clinical system, S1.
o Organise SMART Cards for all staff and
maintain them. Vary staff permissions as
required
o Arrange both NHS mail accounts and
windows log in for all staff
o Respond to and resolve all local IT
issues in a timely manner where appropriate
o Liaise with the ICB IT help desk to
resolve any IT issues that cannot be resolved internally
o Have a clear understanding of telephone
system both daytime and out of hours
o
Support
the IG-GP lead in any work streams that may be required on an adhoc basis
Estates
o
Be
up to date with the current Health & Safety legislation and conduct annual
risk assessments.
o Conduct periodic risk assessments due to
changes in legislation and make recommendations to the partners on changes that
might be required
o Ensure that Practice premises are
properly maintained and cleaned,
o Enter into service contracts to cover
the repair and maintenance of equipment such as lift, doors and air conditioning
etc. and that they are maintained annually.
o
Ensuring
the practice has appropriate insurance cover
Compliance
o
Ensure
and monitor compliance with health and safety legislation.
o Ensure that there is adequate fire
prevention in place and arrange annual certification to adhere to current fire
legislation
o Be responsible for security systems
with-in the practice to protect both staff and patients and make sure that are
maintained and that written protocols are available and updated as
required.
o
Ensure
service development and delivery is in accordance with local and national
guidelines
Complaints
o
Deal
with all complaints received by the practice in relation to services provided
o Acknowledge all complaints with in the
required time frame as specified within the complaints procedure
o Liaise with clinicians to ensure all
complaints are investigated and a response is made with in the required time
frame
o Deal with all other non-clinical
complaints
o
Ensure
all responses to all complaints are sent with-in the required time frame as per
the complaints procedure
PPG
o
Act
as Joint Admin lead to ensure that the practice engages with the PPG.
o Be proactive with the PPG to encourage
engagement.
o
Provide
support to the PPG as required
Training
o
Ensure
all staff have the appropriate level of training to enable them to carry out
their individual roles and responsibilities effectively
o Ensure that all staff complete their
mandatory training
o Implement a training plan to cover all
mandatory elements required and adhoc training.
o Maintain an up-to-date register on
completed training and follow up with those staff who have not completed the
required training with-in the required time frame.
o
Utilise
the NWL Training HUB as a resource as and when required
Finance
o
Managing
the financial elements of the practice
o seek to maximise income and reduce
expenditure
o ensure all bills associated with the
running of the practice are paid in a timely manner
o ensure all income due to the practice is
received in a timely manner
o ensure that all reimbursements that are
available under the NHS contract are submitted and paid
o
raise
invoices when required for services associated with NHS services and PCN
contract.
Payroll
and Pensions
o
Prepare
and calculate the monthly payroll and liaising with HMRC on all PAYE
matters
o Payment of PAYE Monthly to HMRC.
o Reconcile and submit Year end
submissions to HMRC
o Calculate monthly pension contributions
and submission to NHS Pensions via NHS Pensions Online
o Submit annual submissions for pensions
to NHS Pensions or other providers
o
Comply
with Statutory requirements under Auto enrolment
Accounts
o
Prepare
the monthly accounts via IRIS software
o Reconcile the practice bank accounts to
the accounts monthly.
o Maintain an effective liaison with the
accountant,
o Oversee the practice accounts, ensuring
year-end figures are presented
o
Brief
the lead financial partner and partners on all financial matters,
Secondary
Responsibilities
In addition to the primary
responsibilities, the practice manager may be requested to:
o
Undertake
other duties as directed or requested
o
Deputise
for the partners at internal and external meetings
o
Act
as the primary point of contact for NHS(E), ICB, PCN, community services,
suppliers and other external stakeholders
o
Liaise
with the Primary Care Network (PCN) and locality commissioners, attend meetings
and promote collaborative working.
